| STEP |
WHO
|
WHEN
|
INFO TO USE
|
WHAT TO DO
|
RESULTS
|
| 1 |
Salesman or
other party |
Upon
receiving a Request for Quotation (RFQ) |
RFQ
including any supporting information (prints, specifications, etc.) |
Make sure
that the prospect's requirements are clearly specified, possibly
working with prospect to resolve unclear points, then forward RFQ and
all supporting information to Quote Estimator. |
Clear RFQ
to Quote Estimator, including any explanatory prints, specifications
and such |
| 2 |
Quote
Estimator |
Upon
receiving Request for Quotation (RFQ) |
RFQ
including supporting information; Quoting Guidelines; input from others |
Review
the
RFQ and supporting information against the Quoting Guidelines; assess
risk involved, possibly discussing with VP-Sales, Salesman, prospect or
others to resolve any questions.
-If the RFQ does not meet the Quoting Guidelines, complete
step 3
-If the RFQ meets the Quoting Guidelines, continue to step 4
|
Verification
that there appears to be sufficient information to quote; preliminary
decision to quote or not |
| 3 |
Quote Estimator |
Upon
deciding to no-quote |
RFQ
including supporting information |
Forward a
No-Quote (e-mail, fax or letter as deem appropriate for the specific
prospect) to the prospect with a copy to the Salesman; file the RFQ
with a copy of the No-Quote in the Customer File or Prospect File*. |
No-Quote
issued and filed |
| 4 |
Quote Estimator |
Upon
deciding to pursue quoting exercise |
RFQ
including supporting information |
Initiate
new entry in the Quote Log, including assignments and due dates for
each team member who will need to be involved in the quoting exercise;
set up a new Quote Spreadsheet; where possible attach RFQ documents to
the spreadsheet, otherwise enter directions in the spreadsheet what
documents there are and how to find them; e-mail a hyperlink to the
Quote Spreadsheet to each person whose contribution will be required in
the quoting exercise. |
Quote Log
entry established; Quote Spreadsheet initiated; people whose
contribution is needed notified |
| 5 |
Anyone
contributing to a quotation (typically an Engineer, Machining Estimator
or Materials Manager) |
As receive
request from Quote Estimator to contribute cost estimates to a quoting
exercise |
E-mail form
Quote Estimator; Quote Log; Quote Spreadsheet; RFQ including supporting
information; own expertise, records and tools |
Review the
RFQ and supporting information; assess risk involved, possibly
discussing with VP-Sales, Salesman, Quote Estimator, prospect or others
to resolve any questions. If the RFQ does not fall within the Trinity
Forge's capabilities, forward the details to Quote Estimator to pursue
via step 2. If it does fall with Trinity Forge's capabilities, work up
the costs requested by the Quote Estimator and enter them into the
Quote Spreadsheet. Update the Quote Log to show your completion date.
E-mail Quote Estimator that you are complete. |
Quote
Estimator notified if RFQ is outside TFI capabilities; Costs developed;
Quote Log maintained |
| 6 |
Quote
Estimator |
As final
open step logged out in Quote Log |
Quote Log;
Quote Spreadsheet; RFQ including supporting information; Quote
Guidelines; own expertise, records and tools |
Verify that
cost estimates are complete and appear reasonable (if there is missing
or questionable data return to step 4); use Price List Spreadsheet to
produce a Quotation per Quote Guidelines; secure any approval needed
per Quote Guidelines; forward the Quotation (e-mail, fax or letter as
deem appropriate for the appropriate prospect) to prospect with a copy
to Salesman; file the RFQ with a copy of the Quotation in the Customer
File or Prospect File*, record the pricing in the Price List; close out
the Quotation Spreadsheet and the entry in the Quote Log. |
Quotation
developed, issued and filed; quote exercise closed out |
| 7 |
Quote
Estimator |
At least
twice weekly |
Quote Log |
Go through
the Quote Log looking for delays in developing costs; remind anyone who
is past due in their contribution; bring anything more than one week
past due to the President's attention |
Quote Log
monitored and quote exercise kept on schedule |
| 8 |
Sales
Operations Manager |
Weekly
(typically Monday) |
Quote Log |
Review the
Quote Log and develop metrics showing current work and timeliness;
providing report at the Operation Meeting. |
Management
continually apprised of quote performance |
|
*The term "Prospect" refers to either a prospective or
existing customer. Both cases are the same except materials are filed
in the Customer File for an existing customer, otherwise in the
Prospect File.
|
